Swansea and Gower Liberal Democrats (SGLD) Printing Society Privacy Policy

SGLD Printing Society is a South Wales-based, VAT registered printing society printing exclusively for Liberal Democrats and Liberal Democrat local parties. It is run by members of the Liberal Democrats and is fully constituted. Our constitution is set at the end of this policy document.

This privacy policy explains how we use any personal or company information we collect about you when you purchase services from us.

On what legal basis do we collect information about you?

We collect information about you to fulfil contractual obligations, such as billing details and contact information for agreeing contracts and keeping you up to date on service status and new developments. We also collect information about you to fulfil legal obligations, such as financial reporting. We further collect information by obtaining informed consent for marketing purposes.

Where we are fulfilling contractual obligations, you have the right to object to processing. Where we are fulfilling legal obligations, you have the right to request that we erase information, to object to processing of your personal information and also to receive a copy of your information when you leave us. Where we have obtained consent for marketing, you can withdraw consent at any time. You can exercise all these rights by contacting us directly.

Your rights under the Data Protection Act and GDPR are:

The right to be informed – When your personal data is processed, we will tell you by whom, what data, how it is processed, where it is stored, why it is processed and when it will be deleted.
The right of access – You can access your data at any time by contacting us.
The right to rectification – You can request that we correct your information at any time by contacting us.
The right to erasure – You can request that we delete your information at any time by contacting us.
The right to restrict processing – Where you are challenging the accuracy of data we hold, our right to process that data, or the way in which we process your data, we will stop processing that data at your request whilst we determine the correct actions going forward.
The right to data portability – We will supply you with copies of your information in a machine-readable format where requested.
The right to object – You can object to us processing your information at any time by contacting us.
Rights in relation to automated decision making and profiling – We do not currently carry out any automated decision making or profiling. Should we use automated decision making or profiling in the future we will give you information about these processes, we will allow you to request that we change a decision or have such decisions made by an individual and we will ensure that any systems continue to fulfil their intended purpose and make correct decisions.

Should you feel that we have failed in our legal obligations to protect or process your data, you can lodge a complaint with the ICO at https://ico.org.uk/concerns/.

What information do we collect about you?

We collect information about you when you contact us via phone, or when you place an order for our printing services.

We store billing and invoice details, including the payment details of transactions. We do not have the ability to accept payment by a credit or debit card.

We may also collect information when you voluntarily complete customer surveys and provide feedback.

The categories of personal data that we may collect are:

Name
Email Address
Address and post code
Telephone or mobile number
Billing details
Payment

The special categories of personal data we collect are:

Political opinions (membership of the Liberal Democrats is required to use our service)

How will we use the information about you?

We collect information about you to process your order, provide the required services and send you invoices.

We may email or contact any existing customer about the services we provide to them, and with updates on other additional services we provide that may be of use or interest to them. Any customer can opt out of additional service contacts at any time by contacting us directly.

We will only share the details of our customers as required to provide the customer with their requested services, to ensure the functioning of those services, or as directed to do by law. We do not share any of your information with other organisations for marketing purposes. We have no agreements in place with third parties that may process your data and we will not enter into any without your consent.

Where your information is stored and processed

When we store information electronically about customers it is on both a physically and electronically secure PC with no access for anybody but members of the SGLD Print Society. No personal data is processed by any other third party.

How long will we process your information for?

We retain data for a variety of purposes and thus the retention period varies depending on the nature of the data and the service we offer. Where we process data on behalf of data controllers, we follow their requirements. Where consent has been obtained, we will keep that consent under review and refresh it where necessary or where required to by data controllers for whom we process data.

Any data that is held by us for the purposes of printing addressed items on behalf of other data controllers will be deleted immediately after the order has been fulfilled and printed items passed to the client.

The only other data we will hold is financial data and billing information which we will hold for seven years. Other customer data from the date at which they are no longer a customer will be held for five months.

Marketing information from the date at which consent is withdrawn will be held for five months.

Marketing

You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please contact us, and tell us so.

Access to your information and correction

You have a right to request a copy of the information we hold about you. If you would like a copy of some or all your personal information, please email or write to us.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information from our files that you think is inaccurate.

Websites

We do not currently have a website and do not plan to create one.

Changes to our privacy policy

We keep our privacy policy under review and will update this page as required. This policy was last updated on 29 January 2023.

How to contact us

Please contact us if you have any questions about our privacy policy:

by phone on 07774 256123
by email to black_peter@sky.com
by post to SGLD Printing Society, 115 Cecil Street, Manselton, Swansea, SA5 8QL

To make a subject access request or find out more about the information we hold about you, please contact our Data Protection Officer Peter Black as per the details above,

Our Constitution

Swansea and Gower Liberal Democrat Printing Society Constitution 2022 version

1. Aims and Objectives

The purpose of Swansea and Gower Liberal Democrat Printing Society (the Society) is to be a printing and trading society which carries out activities in support of the Liberal Democrats, and in particular to provide effective printing and finishing facilities for Swansea and Gower, Neath and Aberavon, and Bridgend and Ogmore Liberal Democrats and related groups. Its principal aim is to enhance the party’s ability to campaign upon and communicate Liberal Democrat principles and policies.

2. Finances

The Society shall be non-profit making.

In the event that the Society ceases to exist, then any assets remaining after the payment of all creditors in full shall become the property of South Wales West Liberal Democrats Regional Executive or its successor organisation(s).

While the Society may seek credit to finance the purchase of essential supplies or capital equipment, it will always seek to trade in such a manner as to minimise the need to do so. The Society may make other financial arrangements with the agreement of the Board.

The Society shall operate a bank account mandated by the signatures of two Board members.

The financial year of the Society shall be the standard financial year.

Spans of authority are as follows:

Secretary up to £500.00 excluding consumables

Treasurer up to £500.00

Board all expenditure above £500.00

Only the Secretary can issue orders for consumables on behalf of the Society. Only the Treasurer can issue cheques on behalf of the Society.

Members

Membership of the Society is open upon application to any member of the Welsh Liberal Democrats living, working, or studying within the South Wales West region, or other person approved by the Board, who is willing to assist fully in the operation of the Society. Continued membership shall be consequent upon continued assistance, and the Board shall, at its entire discretion, have the right to remove from membership those persons who do not assist in the operation of the Society. Board members are automatically members of the Society.

Officers

Officers of the society are Chair, Secretary, and Treasurer, elected from the membership at the AGM. On agreement of the board one of these officers shall act as the day-to-day manager of the Print Society with authority to accept, print and deliver orders and to acquire the necessary consumables to meet them.

Duties